KCD Hyderabad 2024 (June)

[VineethReddy02]

KCD Organizer Checklist

Please fill in information, organizers, and sponsors as you assemble them, and then make a new comment when this application is ready for review.

Event Details

• [x] Event Location: T-Hub Hyderabad
• [x] Event Date and Time: June 22
• [x] Expected Number of Attendees: 300
• [ ] Event cost per ticket, and if you will have early bird pricing or not

  Event type:

• [ ] Virtual
• [ ] Hybrid
• [x] In person

Organizers Details (identify at least 3 organizers). Designate who will be the CFP admin, as well as the financial officer:

• [x] Organizer 1 (program content & marketing): Atul Priya Sharma, Company: Infracloud, Title: Senior Developer Advocate, Email: sharma.atulpriya@gmail.com, CNCF Slack Username: Atul
• [x] Organizer 2 (financial officer & vendor and volunteer coordination): Rohith Reddy Gopu, Co-Founder of TNYBAY, toreddygr@gmail.com
• [x] Organizer 3 (design & marketing) : Chetan Dekhmukh, Marketing Manager at InfraCloud Technologies, chetan.p.deshmukh@gmail.com
• [x] Organizer 4 (sponsor logistics): Gavin Oliver Dawson, Co-Founder of TNYBAY, gavindwsn@gmail.com

Terms

• [x] No other Kubernetes Community Day event in same major city (check with past organizers)
• [x] Minimum of 3 organizers from 3 different organizations
• [x] Every organizer has an account on Cloud Native Community Groups
• [x] Each organizer lives in or just outside of the KCD location
• [x] At least one organizer is a CNCF member employee, CNCF ambassador, or CNCF project maintainer
• [x] All organizers agree to follow the event guidelines and CNCF Code of Conduct
• [x] All inquiries / communication to come via GitHub (comment under your KCD issue) for easy tracking
• [x] All organizers have taken Inclusive Open Source Community Orientation (LFC102)
• [x] Agree to offer at least 3 complimentary tickets to increase diversity for the event
• [x] Share the sponsor prospectus with CNCF via your GitHub issue, and link it on your website.
• [x] Agree to ensure the final program schedule is diverse (e.g., not all speakers of one gender, one culture, or from 1 or 2 of the same company). Here are some tips on how to create a diverse lineup.
• [x] Agree to submit your final lineup to kcd@cncf.io for review, prior to publishing it
• [x] Agree to use Cloud Native Community Groups for registration, scheduling, and event website. If using a platform outside of Bevy, organizers must provide CNCF with a full list of attendees. -- Regardless of your platform choice, please use these questions to create your registration form
• [x] Agree to use SM Apply for CFP and to close it at least 6 weeks before the event

Getting started checklist for organizers

• [x] Schedule monthly check-ins with KCD Core Organizer(s) (kcd@cncf.io)
• [ ] Minimum of 3 sponsors committed (not required for virtual only events) Sponsor 1 Sponsor 2 Sponsor 3
• [x] Identified fiscal sponsor that can accept payments such as from sponsorships and pay out expenses Fiscal sponsor that will accept payments
• [x] Added usernames for CNCF Slack for all organizers so that we can add you to the #kcd-organizers channel
• [x] Create a Twitter handle specific to your KCD event (except for countries like China and Korea where Twitter is not used)

Getting started checklist for CNCF:

• [x] Organizer email alias has been created: hyderabad-organizers@kubernetescommunitydays.org
• [x] Region created in Bevy
• [x] Added to Bevy header
• [x] CFP created in SMapply
• [ ] Marketing Plan shared

Organizer Planning Timeline

• [ ] Make a copy of this timeline based on whether your event is In-person, Hybrid, or Virtual and link your own spreadsheet here ().
• [ ] To assure you have a diverse lineup, you are required to send a copy of your program to kcd@cncf.io before you publish it.

Post event checklist for Organizer:

• [ ] Send CNCF event analytics
• [ ] Schedule post mortem meeting
• [ ] Send CNCF videos to be uploaded to YouTube
• [ ] Link videos from YouTube to event page
• [ ] Post event survey sent out

Post event checklist for CNCF:

• [ ] Removed from Bevy header
• [ ] CFP deactivated
• [ ] Upload videos to YouTube

[VineethReddy02]

To receive updates on the event, follow us at:

1. Twitter: https://twitter.com/kcdhyd
2. Website: https://www.kcdhyd.com/

[AudMonte01]

Hi @VineethReddy02 - let's schedule a kick-off call and talk about dates of your event. Everything looks good so far in regards to the other KCDs. We now make it required to have KCDs that are within the same country, be 2 months apart. But let's further discuss. Here is my calendly: https://calendly.com/audmonte/kcd-onboarding-kickoff-call

[AudMonte01]

Hi @VineethReddy02 - following up here since the remainder of the year is limited on dates. Let's schedule a meeting this week or next.

[AudMonte01]

KICK-OFF MEETING

Audience

• 40-50% students
• 20-30% are SW engineers
• 10% are Senior
• 200k SF Engineers in Hyderabad
• End-user community is very strong
• "Think of it's presence like Seattle" - Vineeth

Sponsorships

• There are already people interested and asking for this event

Meetups

• Attendance is anywhere from 80-300
• Talking about how to get started in OSS with students
• Span cloud native topics, but lifecycle management for your apps has been hitting home / popular lately

Timing

• Need to touch base with other KCDs in India, and CNCF events team

[AudMonte01]

MEETING NOTES AUGUST 5

Dates and Venue

• Looking to have official dates by mid October
• Organizers will look into venue space, cost and availability in the meantime, but will NOT sign any contracts

Marketing

• Will be able to promote via meetups (once official confirmation)

[AudMonte01]

OCTOBER 13 MEETING NOTES

Date

• June timeline is approved
• Team to start researching venues

Actions

• [x] Audra to create organizer Slack channel and add these organizers to the global organizer slack channel
• [x] Audra to provide fiscal sponsor insights from other KCDs

[AudMonte01]

NOVEMBER 28 MEETING UPDATE

Website

• Under construction. Waiting on the logo
• [x] Audra to create Bevy chapter and page

Sponsors

• [x] Audra to give Rohith access to Canva template

Other notes

• Venue are being explored (University)
• Fiscal sponsorship will be determined in the month of December
• Sponsor inquiries already coming in

[AudMonte01]

DECEMBER 20 CNCF SYNC NOTES

Venue location

• June 22 (3rd weekend in June) -- avoiding festival holiday and school ending
• Looking for a fixed cost location with ability to allow outside vendors for F&B (lunch, snacks)

Fiscal sponsorship

• Finalizing next week
• Will have the organizing team on the committee for open and transparent

Logo ready

• Audra shared raw files for team to play around with logo ideation (via CNCF Slack workspace, organizer channel)

Website progress

• Trying to go live ahead of the 23rd
• Waiting on the event logo and sponsor prospectus to go LIVE

[AudMonte01]

JANUARY 30 CNCF SYNC

Venue location

• Still TBD, but first look forward to learning from KCD Kerala this weekend, and promote sponsorships there

Fiscal sponsorship

• Non-profit with each organizer sitting on the board and a separate treasurer handling funds transparently

Marketing

• [x] Logo - Audra to get plan logo with "Hyderabad" next to KCD
• Website is in progress but plan to be ready before KCD Kerala this weekend

[AudMonte01]

FEBRUARY 15 CNCF SYNC

Ticketing platform

• Will likely go with KonfHub to save headache of fiscal sponsorship
• Start selling tickets before February 24

Venue

• Central to the city
• Booking two halls, that can accommodate up to 460
• A/V is including
• Cancelation is 90% money back if done 72 hours in advance
• Will finalize the venue this week
• If event sells out out faster we may add another track and other 100-120 tickets but the upper cap is 420

Content

• [x] Audra to send Sessionize code next week
• [x] Rohith to send Audra to Sponsor Prospectus once ready (Feb 24-March 1)

[AudMonte01]

APRIL 24 SYNC

Content

• CFP was extended from April 15 because most folks were preparing for KCD Pune
• CFP closes tomorrow and submissions so far 120+ (higher than average for 1st-time KCD)
• Review process -- randomizer -- PC outside of organizers to do 1st round as a blind review
• 2 keynotes curated + 3 sponsors (1.5-hours in the morning)
• Team will send agenda for review via email, the first week of May
• Goal for agenda going LIVE on May 15

Sponsors

• Secured 1 Title, 2 Bronze, 2 Startup ( 1 Bronze , 1 Gold, 1 Startup in Progress )
• [x] Audra to highlight prospectus in KubeWeekly newsletter

Volunteers

• Shortlisted about 20 local volunteers
• First meeting on Saturday to discuss varying roles

[AudMonte01]

JUNE 12 CNCF CHECK-IN

Content

• 26 sessions (2 tracks) with 4 keynotes
• Had to replace a few speakers who backed out
• 2 Panel discussions - one is all men and one is all women
• 10 women out of 37 speakers is 27% diversity
• All talks will be recorded

Tickets sold so far

• 386 tickets sold so far, and venue has a max of 425
• The remaining tickets are for volunteers, sponsors, and remaining speakers who have not registered
• 10 tickets dedicated to student scholarships

Final sponsorships secured

• 1 title, 3 gold, and 4 Bronze and 3 startups
• All payments are complete

Last on-site logistics to think about

• Food and swag are done
• Waiting on sponsors to send their final booth designs
• Had an in-person kick-off with 18 volunteers and will meet again with them this Saturday
• Event volunteers will be track chairs
• Will use volunteer designers to create housekeeping slides to loop during breaks

Marketing

• Audra sent sticker training exam vouchers